Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City School District (Utah). Whittier Elementary School

84709--Administrative subject files
84710--Career ladder files
84711--Payroll files
84712--Student records
84713--Textbook catalogs and order forms
84714--Initial registration cards
84715--Monthly membership reports
84716--Purchase orders and requisition files
84717--Monthly absence files
84718--Hourly pay records
84719--Daily news bulletins
84720--Reimbursement information files
84721--Withdrawal files
84722--Bank statements
84723--Chapter I Program student records
84724--Special education files
84725--Library budget files

AGENCY: Salt Lake City School District (Utah). Whittier Elementary School

SERIES: 84709
TITLE: Administrative subject files
DATES: 1978-1985; 1989-
ARRANGEMENT: Alphabetical by subject

DESCRIPTION: These are subject files maintained for reference purposes. They contain information on various subjects which include: parent requests, Mountain Bell, year-round school, school carnival, career ladder, school schedules, Utah Principal's Academy, retention forms, school calendar 1989 - 1992, volunteer programs, and first day agenda.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until updated or superseded and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the principal.


AGENCY: Salt Lake City School District (Utah). Whittier Elementary School

SERIES: 84710
TITLE: Career ladder files
DATES: 1986-
ARRANGEMENT: Chronological.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files document the career ladder process at Whittier Elementary. They are used by the school principal to review the teachers' goals and accomplishments and to evaluate their teaching abilities. The school principal meets with each teacher on a regular basis to discuss their career ladder and teaching goals. These files include: the results of inventories taken on prerequisite skills, goals for the teachers and the school, various test results (including the California Achievement Test), teaching and observation results.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school's principal.


AGENCY: Salt Lake City School District (Utah). Whittier Elementary School

SERIES: 84711
TITLE: Payroll files
DATES: 1976-
ARRANGEMENT: alphabetical by employee's name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files include completed payroll forms for all people employed at Whittier Elementary School. The forms include the employee's name and number of the employee; position; school; and hours worked during the pay period.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative Fiscal

The record copies of all payroll records are maintained by the district's Payroll Division. The school's copy is only maintained for their convenience.


AGENCY: Salt Lake City School District (Utah). Whittier Elementary School

SERIES: 84712
TITLE: Student records
DATES: 1983-
ARRANGEMENT: Alphanumerical by name of student and grade
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are the individual student files for children attending Whittier Elementary School. They include: the name of the student, age, birth place and date, race, parent's names and occupations, immunization, eye tests, hearing tests, dental records, Addison-Wesley tracking card, attendance record, achievement record, progress reports, school grades, and individual analysis. These files are used for reference purposes by the school staff.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until student has graduated from elementary school and then send to district office.

APPRAISAL

Administrative

This retention is based on a previously approved School Board Policy and the administrative needs of the school.


AGENCY: Salt Lake City School District (Utah). Whittier Elementary School

SERIES: 84713
TITLE: Textbook catalogs and order forms
DATES: 1989-
ARRANGEMENT: alphanumerical by name of teacher and grade
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: The files document the ordering of textbooks. The files contain text catalogs and completed order files (which list textbooks, number ordered, and price per order).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school's principal.


AGENCY: Salt Lake City School District (Utah). Whittier Elementary School

SERIES: 84714
TITLE: Initial registration cards
DATES: 1985-
ARRANGEMENT: Alphabetical by student's name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are cards completed by the parents or guardians of each enrolled student. The cards are used as a record containing important information which is kept in the school office for future reference. The cards include: the student's name, student number, entry date, birth date and place, sex, school, grade, parents' names, legal address, phone number, names of other school aged children residing in the house, race or ethnic background, primary home language, and immunization records.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the office.


AGENCY: Salt Lake City School District (Utah). Whittier Elementary School

SERIES: 84715
TITLE: Monthly membership reports
DATES: 1976-
ARRANGEMENT: Chronological

DESCRIPTION: These are computer reports. They are used to account for the number of students attending Whittier Elementary School. The printouts include the following information: the student's name and student number, birth date, school, grade, guardian or parent's name, address and telephone number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL


AGENCY: Salt Lake City School District (Utah). Whittier Elementary School

SERIES: 84716
TITLE: Purchase orders and requisition files
DATES: 1976-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain purchase orders and requisitions for equipment and materials purchased by Whittier Elementary School. The orders and requisitions contain a description of the item being ordered as well as the price and actual amount paid. Some of the items ordered by the school include: textbooks, test kits, songbooks, cassette tapes, medical supplies, electrical items, tissue paper and other office supplies.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on the administrative and fiscal needs expressed by the school's principal.


AGENCY: Salt Lake City School District (Utah). Whittier Elementary School

SERIES: 84717
TITLE: Monthly absence files
DATES: 1976-
ARRANGEMENT: Chronological

DESCRIPTION: These files are maintained to account for the number of children absent from school and is broken down per class, per day during the month. Information from this file is sent to the district's data processing officer. The district uses this information to compile reports for the State Board of Education.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school's principal.


AGENCY: Salt Lake City School District (Utah). Whittier Elementary School

SERIES: 84718
TITLE: Hourly pay records
DATES: 1976-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files include a pay record form and the original time sheet. The pay record form is used to record the hours worked by the Whittier Elementary School staff. The form is compiled from the original time sheets and is sent to the district's payroll office. The original time sheets are kept by the school as back-up. The time sheets include the following information: employee's name, hourly wage, hours worked, and job title.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school's principal.


AGENCY: Salt Lake City School District (Utah). Whittier Elementary School

SERIES: 84719
TITLE: Daily news bulletins
DATES: 1976-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are daily bulletins printed by the principal's office for the faculty and staff of Whittier Elementary School. They include announcements and other items of interest to the school's employees.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school's principal.


AGENCY: Salt Lake City School District (Utah). Whittier Elementary School

SERIES: 84720
TITLE: Reimbursement information files
DATES: 1976-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This documents the expenditure of the school's petty cash fund which is used by the teachers and other school employees for items which are deemed too trivial to be used with a purchase order or requisition. Usually the amount of the purchase is under $50. Some of the items purchased with petty cash are food and drinks for the office as well as for employee parties. This file includes: check receipts, photocopies of order forms, store receipts and other information concerning purchases. The money spent by the teachers and staff of Whittier Elementary school is reimbursed by the accounting office of the school district.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on the administrative and fiscal needs expressed by the office.


AGENCY: Salt Lake City School District (Utah). Whittier Elementary School

SERIES: 84721
TITLE: Withdrawal files
DATES: 1988-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain completed forms requesting permission for the student to withdraw from the school. The completed forms include: name of student, the student's number, grade, new address, exit date, old address, days attended school, days absent from school, date of last attendance at school, reading level, math level, spelling level, teacher's comments, and a transfer record.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school's principal.


AGENCY: Salt Lake City School District (Utah). Whittier Elementary School

SERIES: 84722
TITLE: Bank statements
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are monthly statements from the First Security Bank showing the amount of money on deposit to the credit and withdrawals from the school's account. The file also contains cancelled bank checks. These are used as a back-up for justifying monthly expenditure reports. Individual schools maintain their own bank accounts.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on the School District General Records Retention Schedule (1/86) and the administrative and fiscal needs expressed by the school's principal.


AGENCY: Salt Lake City School District (Utah). Whittier Elementary School

SERIES: 84723
TITLE: Chapter I Program student records
DATES: 1984-
ARRANGEMENT: Chronological by year, thereunder alphabetical by name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files are the files of students who participate in the Chapter I program of the federal government. Chapter I is a federal program designed to help children who are below grade level in reading and math skills. The files include: a copy of the California Achievement Test (the test results of the whole school student body are provided), the Stanford Achievement Test, a list of students who qualify for Chapter I, ethnic background of the student, sex, birth date, and reading and arithmetic scores.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years after student leaves elementary school or until the student has moved from school district and then destroy.

APPRAISAL

Administrative

This retention is based on 34 CFR 204.10 and the administrative needs expressed by the school's principal. Educational agencies are required "to maintain records of the amount and disposition of all Chapter I funds including records that show the share of the cost provided from non-Chapter I sources. To maintain other records that are needed to facilitate an effective audit" and to " maintain evaluation data collected under Chapter I for 5 years or until all audit findings have been resolved."


AGENCY: Salt Lake City School District (Utah). Whittier Elementary School

SERIES: 84724
TITLE: Special education files
DATES: 1969-
ARRANGEMENT: Chronological, thereunder alphabetical by name of student

DESCRIPTION: These are the individual case files for students enrolled in special education programs. The files are arranged according to the student's date of birth with 1969 being the earliest. The files may include some or all of the following information: learning disability assessment reports, approval for continued services, various completed tests and surveys, parent information, approval for placement in the Special Education Program, placement information, student information, pupil progress records, social and behavioral test results, medical information, student histories, therapy results, program information, student's performance report, parents' permission for various activities and learning programs, a Special Education Identification Card, Individualized Education Program information, and notes and correspondence concerning the student involved in Special Education.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

Administrative

This retention is based on 34 CFR 300.563 and the administrative needs expressed by the school's principal. The Code of Federal Regulations indicates "a State and a subgrantee shall retain records for five years after completion of the activity for which they use grant or subgrant."


AGENCY: Salt Lake City School District (Utah). Whittier Elementary School

SERIES: 84725
TITLE: Library budget files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files are maintained by the school librarian in order to track the expenditures of the library budget and to account for monies spent on the different library items. The files include: purchase orders; requisitions; lists of books and other ordered items; copies of invoices; budget items for library books, periodicals, general office items, and audio-visual equipment; and Title IV materials accountable to the State Board of Education.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative